Softwr

Restaurants · head to head

Deputy vs When I Work

Deputy logo

Deputy

Restaurants

Workforce management for restaurants

From
$3.5/user/month
Rated
-
Full reviewWebsite
When I Work logo

When I Work

Restaurants

Scheduling and time tracking made simple

From
$2.5/user/month
Rated
-
Full reviewWebsite

The short version

  • Each has a real cost: Deputy a $30 monthly minimum applies to every plan, so a team of four on the $5 Lite plan pays for six; When I Work aPI key access, webhooks and SAML single sign on require the Premium plan at $8 per user per month
  • They diverge on capability: Deputy covers AI scheduling, When I Work covers Shift scheduling.
  • Prices and features above were last checked on 30 August 2026.

Where they differ

Only the attributes on which Deputy and When I Work actually diverge.

Attributes where Deputy and When I Work differ
AttributeDeputyWhen I Work
Starting price$3.5/user/month$2.5/user/month
Founded20082010

Identical on both: pricing model (subscription), free tier (No), platforms (Web, Ios, Android), user rating (Not yet rated), category (Restaurants).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in Deputy

  • AI scheduling
  • Time tracking
  • Demand forecasting
  • Compliance
  • Team communication
  • Performance tracking
  • Toast

Only in When I Work

  • Shift scheduling
  • Time clock
  • Team messaging
  • Availability management
  • Shift swapping
  • Mobile apps

Both cover

  • Square
  • QuickBooks
  • ADP
  • Gusto
  • Web support
  • Ios support
  • Android support

What people use each for

The jobs each tool is most often brought in to do.

Deputy

  • Staff scheduling and shift management for hourly teamsnot When I Work
  • Time clocking, timesheets and labour cost trackingnot When I Work

When I Work

  • Scheduling hourly shift workers across locationsnot Deputy
  • Time clock and timesheet capture for payrollnot Deputy
  • Handling shift swaps, availability and time off requestsnot Deputy

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

Deputy

  • A $30 monthly minimum applies to every plan, so a team of four on the $5 Lite plan pays for six
  • Auto scheduling, demand forecasting and labour optimisation all require a plan above Lite
  • SSO and custom access levels are Pro only at $9 per user per month
  • Payroll is an add on at $8 per user per month plus a $49 monthly base fee
  • Messaging and analytics are separately priced add ons at $1.95 and $1.50 per user per month

When I Work

  • API key access, webhooks and SAML single sign on require the Premium plan at $8 per user per month
  • Scheduling rules, role permissions and custom reporting require the Pro plan at $5 per user per month
  • There is no free plan; the trial lasts 14 days
  • Enterprise arrangements are priced by quote with no published rate

Pricing, plan by plan

Deputy

$3.5/user/month
  • Scheduling$3.5/user/month
    • Scheduling
    • Communication
  • Time & Attendance$3.5/user/month
    • Time clock
    • Timesheets
  • Premium$4.9/user/month
    • Full features
    • Reporting

When I Work

$2.5/user/month
  • Standard$2.5/user/month
    • Scheduling
    • Messaging
  • Advanced$6/user/month
    • Time clock
    • Labor forecasting

Which should you pick?

Choose Deputy if

  • You need ai scheduling.
  • You work on Web, Ios, Android.
  • You also want time tracking.
Deputy review

Choose When I Work if

  • You need shift scheduling.
  • You work on Web, Ios, Android.
  • You also want time clock.
When I Work review

Questions people ask

Is Deputy or When I Work better?
Neither clearly leads. Deputy starts at $3.5/user/month and When I Work at $2.5/user/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Deputy or When I Work?
Deputy starts at $3.5/user/month and When I Work at $2.5/user/month.
Does Deputy or When I Work run on more platforms?
Both run on Web, Ios, Android, so platform support will not decide this one for you.
What is Deputy best used for?
Deputy is most often used for staff scheduling and shift management for hourly teams, time clocking, timesheets and labour cost tracking. Of those, staff scheduling and shift management for hourly teams and time clocking, timesheets and labour cost tracking are not what When I Work is typically brought in for.
What can Deputy do that When I Work cannot?
Deputy covers AI scheduling, Time tracking, Demand forecasting, Compliance. When I Work covers Shift scheduling, Time clock, Team messaging, Availability management. Both handle Square, QuickBooks, ADP, Gusto.

Answered from the vendors’ own pages

Deputy: How much does Deputy cost per user?

Deputy offers three plans: Lite at $5/user/month, Core at $6.50/user/month, and Pro at $9/user/month. All plans are billed upfront or in monthly installments in USD, excluding taxes.

Source
When I Work: What is the pricing structure?

Plans start at $2.50 per user per month, billed in user tiers of five, with pricing that scales flexibly with team size.

Source
Deputy: Is there a minimum monthly charge for Deputy?

Yes, there is a minimum spend of $30 USD/AUD or £20 GBP monthly per invoice, effective September 1, 2025.

Source
When I Work: Are there long-term contracts required?

No long-term contracts, no hidden surprises, and no enterprise-only paywalls. The platform scales as your business grows without binding agreements.

Source
Deputy: Can I change plans or cancel anytime with Deputy monthly billing?

Monthly plans allow changes anytime without penalty, effective the first of the current month. You can cancel by paying through the current billing period with no additional penalties.

Source
When I Work: Is there a free trial available?

Try When I Work free for 14 days with full access to all core features. No credit card is required for the trial period.

Source
Deputy: What happens if I cancel an annual Deputy plan before 12 months?

Annual plans do not offer refunds if you cancel before 12 months expire. You may cancel before the 12 months expire, but you forfeit any unused prepaid time.

Source
When I Work: Can I adjust or cancel my plan anytime?

You can upgrade, downgrade, or cancel at any time and adjust your plan at any time or use hibernation options during seasonal downtime.

Source
Deputy: Can I use Deputy without paying for every team member?

All admins and managers count as users and are subject to per-user charges. There is no option to exclude administrative staff from billing.

Source
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